Demystifying Scheduling

Demystifying scheduling

Quoox includes powerful scheduling features that allow a huge amount of flexibility. These functions are used in obvious places, such as session scheduling, but also less obvious places like credit assignment; to-do task creation; reminders etc.

For some customers, particularly those coming from older systems, the scheduling might seem a bit confusing at first. The common trap is the expectation that it works in the same way as the previous system with which you’re more familiar.

The scheduling works slightly differently to some other platforms.  Because of this, Quoox is able some functionality and flexibility that other systems cannot.

Scheduling within Quoox is actually pretty simple. What is important is to understand a couple of basic principals, and then it will quickly make sense! Everything within Quoox is done for a reason, and often to bring additional benefits.

The orphan principal

This principal is the most important to understand with regards to session, credit and other scheduled creations within Quoox.

In essence, a schedule is a timed event to create a result (E.g. a session). Once that result is created, it is then “orphaned” from the schedule.

How this applies to sessions

If you have, for example, a session schedule it will create sessions according to the timetable configured.

Once those sessions have been created (i.e. are visible in the session schedule), they are no longer linked to the originating schedule.

Changing a session schedule does not affect those sessions that have been already created. Similarly, deleting a session schedule does not delete those session that have already been created.

Why is this?
This approach provides a wealth of flexibility.  For example, you can edit and amend a particular session without it affecting any others.  You might, for example, might to move the time of just one session; change the price; change the location; etc.

If there were already people booked into a session and it suddenly changed time as the result of a schedule change, this causes confusion amongst members – and often doesn’t suit their needs.  Similarly, if you deleted a schedule and it deleted all sessions, what about members who might have been booked onto those sessions?

The Quoox approach delivers flexibility, whilst maintaining a good level of member service.

How this applies to credits

Membership credit packs are allocated to members on a schedule basis. Most facilities issue these monthly. Very often members will have a current “paid for” set of credits and a set of “grace credits” that allow them to book into the next period without interruption.

If you change a credit pack it does not effect those credit packs already issued (either “paid” or “grace”).  The next time a credit pack is issued to a given member, the new credits issued will reflect the update to the credit pack.

Why is this?
This again allows you a wealth of flexibility.  You can tailor a particular set of credits for a member, such as giving them extra access; a longer expiry date; etc.

Understanding the session creation cycle

The other element of session scheduling that can sometimes cause confusion arises from the session creation cycle.  This process is also pretty straightforward, but does differ to some other systems – and can thus sometimes perplex new users.

When you create a new session schedule, upon saving the sessions that relate to that schedule are immediately created for the bookable period you have set. This might be, say 4 weeks.

Then, on a nightly basis, Quoox will schedule the sessions for the schedules you have set.  So, for example, if you have a 4 week bookable period, Quoox will create the sessions for “4 weeks + 1 day”.

Reducing the bookable period does not delete sessions that have already been created.  Extending the bookable period does not immediately create the extra sessions, but these will all be created to fill the bookable period in the next overnight process.  The Quoox support team can expedite this process if your situation requires it.

Editing schedules

It is possible to edit schedules but, when doing so, the above rules must be considered.  The changes you make will only apply to sessions to be scheduled on/after the end of your current bookable period, and only take hold in the next overnight sequence.  This can be overcome using the “re-propagate” function, but this should only be used when you know it will bring the desired outcome.

In general, it is easier to add additional sessions.  These also have the benefit of their results being immediately visible.

If in doubt, reach out…

If you need guidance or support with any aspect of Quoox, please reach out to the support team. We will happily talk you through any aspects that you are unsure about.

Similarly if, for example, your schedule doesn’t do what you expected open a ticket with the support team.  They will be able to help identify and explain the reasons and how to remedy it.  Very often the team might be able to implement a fix that saves you the time of making a manual correction.

The Quoox support team are there to help you every step of the way. Never feel embarrassed to ask, however daft you might think your question to be!

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